administrative assistant Chicago, IL
Job description
Introduction
For more than 150 years, the School of the Art Institute of Chicago (SAIC) has been a leader in educating the world’s most influential artists, designers and scholars. Located in downtown Chicago with a fine arts graduate program consistently ranking among the top four graduate fine arts programs in the nation by U.S. News and World Report, SAIC provides an interdisciplinary approach to art and design as well as world-class resources, including the Art Institute of Chicago museum, on-campus galleries and state-of-the-art facilities. SAIC’s undergraduate, graduate and post-baccalaureate students have the freedom to take risks and create the bold ideas that transform Chicago and the world—as seen through notable alumni and faculty such as Michelle Grabner, David Sedaris, Elizabeth Murray, Richard Hunt, Georgia O’Keeffe, Cynthia Rowley, Nick Cave, and LeRoy Neiman.
Position Summary
The Administrative Assistant works under the supervision of, and with direction from the Senior Administrative Directors, to provide day-to-day administrative support to Department Chairs/Directors, faculty, and students in the academic departments and programs. Responsibilities include, but are not limited to, general office reception and support, accounts payable processing, special project/event support, entering facility maintenance requests, and managing student worker office assistants.
Administrative Support and Office Reception
Facilitates communication between the administrative staff, Department Chairs/Directors, faculty, and students; answering questions and providing solutions when possible and escalating requests as necessary
Manages daily reception services for the department(s). Answers phone calls and responds to emails
Daily maintenance of departmental calendars and databases
Maintains office supply inventory
Directs students to appropriate student services as needed
Assists with facilitating substitutes for faculty absences
Assists with communicating the field trip policy to faculty as needed and assist with the administrative process
Stays current on and utilizes administrative institutional software
Fields requests for departmental tools/supplies
Files and organizes office records, distributes mail, and makes copies
Accounts Payable
Enters accounts payable documents into the accounting system and software
Purchases instructional and office supplies with the unit procurement card
Assists with travel arrangements, per diem payments, and accommodations for faculty and visitors
Assists faculty with submitting their corporate card reconciliation and answers related questions on institutional policy
Event Support
Assists with events; such as departmental lecture series, student and faculty orientations, symposiums, etc.
Enters events into the institutional software, prepares publicity materials, arranges catering, and be present for the event as needed
Facilities
Assists with classroom access lists
Submits and tracks progress of facility maintenance requests
Student Workers
Manages student office assistant (OA) hiring and training
Posts jobs on the institutional student job board.
Prepares and submits work authorizations and approves timesheets.
Assigns work and oversees progress, providing input and guidance as needed
- Other duties as assigned
Qualifications
High School diploma required; BA/BS/BFA preferred
Strong organization and communication abilities
Strong interpersonal skills
Ability to work well with students, faculty and staff
Ability to handle multiple projects and priorities
Ability to work with and adapt to a variety of software and systems
Benefits
We offer a competitive, comprehensive benefits package:
- Generous paid time off
- Paid holidays (up to 14 days)
- Medical, dental, and vision insurance
- Generous parental, caregiver, and medical leave benefits
- Competitive retirement plan (up to 9% matching contribution)
- Tuition remission and Tuition Exchange Program
- Great employee discounts
- Complimentary general admission to participating cultural institutions
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Application Time Out Warning
The Art Institute of Chicago requires all applicants to complete an online application to be considered for employment. 60 minutes are allotted for applicants to complete the employment application. The application will automatically time out after 60 minutes. If you are unable to submit the completed application at this time, please choose the "Save for Later" option to avoid losing the information you have entered so far.
Closing Statement
The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, veteran status or citizenship. The Institute complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at [email protected].
Union Info
This position is part of a bargaining unit represented by AFSCME Council 31
